When to Use This
You're setting up Sequifi for the first time and need to build your organizational structure
Your company is adding a new type of role that doesn't fit existing positions
You're creating a new department for a different line of business
You need to restructure how your organization is categorized
Who Can Create Departments & Positions
Creating departments and positions requires admin-level access. This is typically done during initial setup or when organizational changes require new structures.
Step-by-Step Walkthrough
Accessing the Setup Area
Make sure you're in admin view. Click "Switch to Admin" in the upper right corner if needed.
Click on "Settings" in the left-hand menu.
Look at the setup tabs along the top of the page.
Click on "Departments and Positions." This is typically located on the far right side of the setup tabs.
Creating a New Department
Departments are the highest level of organization. Create departments before creating positions within them.
Click "Create" in the departments section.
Select the parent department (if applicable).
If this is a top-level department, leave this blank or select "None"
If this department should be nested under another, select the parent
Example: If creating "Assistant Management," you might select "Management" as the parent.
Enter the department name. Choose a clear, descriptive name such as:
Sales
Management
Insurance
Residential
Commercial
Click "Create."
Verify the new department appears in your list. You should see it in the appropriate place in the hierarchy.
Understanding When to Create Departments
Create separate departments when you have workers who:
Have fundamentally different relationships with the company (1099 vs W-2)
Operate in completely different business lines
Need to be reported on separately
Have entirely different compensation models
Common department structures:
Simple structure:
Management
Sales
More detailed structure:
Management
Corporate
Operations
Sales
Residential Sales
Commercial Sales
Support
Customer Service
Creating a New Position
Positions are specific roles within departments. Create positions after you have the appropriate department set up.
From the Departments and Positions page, look for an option to add a position. This may be a button labeled "Add Position" or "Create" within the positions section.
Select the department this position belongs to. Choose the appropriate department from the dropdown:
Sales
Management
Other departments you've created
Enter the position name. Use clear, specific names that describe the role:
Sales Rep
Setter
Closer
Team Lead
Sales Manager
Regional Manager
District Manager
Account Manager
Configure any additional settings. Depending on your setup, you may be able to configure:
Default commission rates for this position
Override eligibility
Whether this is a manager-level position
Click "Create" or "Save."
Verify the position appears under the correct department.
Building a Complete Position Hierarchy
For a typical sales organization, you might create positions like this:
Under Sales Department:
Sales Rep (entry-level)
Senior Sales Rep
Setter
Closer
Team Lead
Under Management Department:
Sales Manager
Regional Manager
District Manager
Vice President
Account Manager
Recruiter
Organizing Positions for Commission Structures
When creating positions, think about how commissions will differ:
Entry-level positions (Sales Rep, Setter)
Lower commission percentages
May have probationary rates
Limited or no override eligibility
Mid-level positions (Senior Sales Rep, Closer, Team Lead)
Higher commission percentages
May earn some overrides
Performance-based tiers
Management positions (Sales Manager, Regional Manager)
May or may not have direct commission
Override earnings on team production
Multiple levels of override eligibility
Editing Existing Departments or Positions
Find the department or position you want to edit.
Click on it or look for an edit icon (pencil).
Make your changes:
Update the name
Change the parent department
Modify settings
Click "Save."
Note: Changes to names affect all users currently in that department or position.
Deleting Departments or Positions
Before deleting, you must move or reassign any users currently assigned.
Verify no users are in the department or position. The count next to each should show zero.
If users exist, reassign them first. Update their employment packages to move them to a different position.
Find the delete option. This is often a trash icon or "Delete" button.
Click to delete.
Confirm the deletion.
Planning Your Structure
Before creating departments and positions, consider:
Questions to Ask
What types of workers do we have? (1099 contractors, W-2 employees)
What are all the different roles in our organization?
How does our commission structure vary by role?
Who earns overrides and at what levels?
How do people progress through our organization?
What reporting do we need by role or department?
Best Practices
Keep it simple Start with fewer departments and positions. You can always add more later.
Use clear names Anyone should understand what a position means by its name.
Think about hierarchy How positions relate to each other affects overrides and reporting.
Consider growth Build a structure that can accommodate new roles as you grow.
Match reality Your Sequifi structure should reflect how your organization actually operates.
Tips and Common Mistakes
Plan before you build. Sketch out your structure on paper before creating in Sequifi.
Start with departments, then positions. You need departments before you can create positions within them.
Don't over-complicate. More isn't always better. Create only what you actually need.
Use consistent naming conventions. Decide on a naming style and stick with it across all positions.
Test your structure. After creating positions, hire a test user to verify everything works correctly.
Document your decisions. Keep notes on what each position is for and when to use it.
Consider commission implications. Each position may have different default commission structures, so plan accordingly.
Don't delete positions with users. Always move users first, then delete empty positions.
Common Questions
How many departments should I have? Most companies need 2-3 departments (Sales, Management, and possibly one more). Only create additional departments if you have truly distinct types of workers.
How many positions should I have? This depends on your organization. A small company might have 3-5 positions, while larger organizations might have 10-15. Create positions for each meaningfully different role.
Can I rename a position later? Yes, but the new name applies to everyone in that position. Consider whether a rename or a new position is more appropriate.
What if I make a mistake? You can edit or delete departments and positions. If users are assigned, you'll need to move them first.
Do positions automatically have commission structures? This depends on your setup. You may configure default commissions by position, or set them individually for each hire.
Can a position be in multiple departments? No, each position belongs to one department. If you need the same role in different departments, create separate positions with clear names (e.g., "Sales Rep - Residential" and "Sales Rep - Commercial").
Example Structures
Small Sales Company
Departments:
Management
Sales
Positions:
Sales Rep (Sales)
Senior Rep (Sales)
Sales Manager (Management)
Owner (Management)
Mid-Size Solar Company
Departments:
Management
Sales
Residential
Commercial
Positions:
Setter (Sales - Residential)
Closer (Sales - Residential)
Sales Rep (Sales - Commercial)
Team Lead (Sales)
Sales Manager (Management)
Regional Manager (Management)
Recruiter (Management)
Large Multi-Product Company
Departments:
Corporate
Management
Sales
Solar
Roofing
HVAC
Positions:
Sales Rep (each product line)
Senior Rep (each product line)
Team Lead (Sales)
Sales Manager (Management)
Regional Manager (Management)
District Manager (Management)
HR Manager (Corporate)
Operations Manager (Corporate)
What to Do Next
Now that you understand how to create departments and positions, explore these related topics:
Managing Departments & Positions – Edit and maintain your structure
How to Hire a Lead – Use positions when bringing on new reps
Setting Up Locations – Configure office locations
Configuring Payroll Frequencies – Set up how often you pay
If you have questions about setting up departments and positions or need help designing your organizational structure, reach out to our support team and we'll be happy to assist!